AdminGuide:Service:FaxModule/en

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Fax service

Description

The fax service lets Kalliope users send and receive faxes from their user portal on the web GUI or by email.

The service requires the purchase of a KPBX-V4-FAX license. Each license channel allows the configuration of one fax entity. A fax entity is conceptually equivalent to a physical fax machine that one or more users can access.

Configuration

To configure the service, it is necessary to define the general settings for simultaneous use and storage of received/sent files (including reports). This configuration is done in the panel FAX → FAX Settings.

FAX Settings

In the FAX settings edit panel it is possible to set the configurations common to all FAX instances in the system.

Parameter	Description	Value
Account settings
Simultaneous inbound FAXes	Maximum number of inbound FAXes allowed	Numeric (0 = infinite)
Simultaneous outbound FAXes	Maximum number of outbound FAXes allowed	Numeric (0 = infinite)
Total simultaneous FAXes	Maximum number of FAXes allowed in both directions	Numeric (0 = infinite)
Archival paths (ordered list)
Enabled		Checkbox
Type	Type of storage: local or remote	Local / Remote
Remote storage	Storage name	Dropdown
Encryption	The encryption algorithms to use for the assets on the archival path	None / Built-in

FAX Instances

Next you need to configure the specific FAX instance in the FAX panel → FAX Instances. . The FAX Instance panel defines the attributes associated with a FAX entity. A FAX instance must correspond to a numbering plan selection (such as an extension), have a name, and commit a channel of a Kalliope FAX Module license.

Parameter	Description	Value
Enabled		Checkbox
Selection	The numbering plan selection that corresponds to the fax entity	Numeric
Name	Entity name	Alpha-numeric
Enabled users (list)
User	The user to which the permission will be assigned	Drop-down
Permission	The permission that will be assigned to the user	Reception only / Sending only / Sending and reception
Template
Fax entity template	The template that will be used for the configuration of the instance	Drop-down
General settings
Local station ID	The fax identifier that will be sent to the remote device	Alpha-numeric
Header info	The text string that will be included in the upper margin of each sent page	Alpha-numeric
Total simultaneous faxes	Maximum number of faxes allowed in both directions	Numeric
ECM enabled	Enable Error Correction Mode	Checkbox
Minimum rate	Minimum transfer speed	Numeric
Maximum rate	Maximum transfer speed	Numeric
Modem	Standard supported modem	Alpha-numeric
Reception settings
Enable reception	Enable inbound faxes	Checkbox
Simultaneous inbound faxes	Maximum number of inbound faxes allowed	Numeric
Transmission settings
Enable sending	Enable outbound faxes	Checkbox
Simultaneous outbound faxes	Maximum number of outbound faxes allowed	Numeric
Outbound routing class	The routing class used for outbound faxes	Drop-down
Maximum number of transmission attempts	Maximum number of transmission attempts after which the FAX will be considered failed	Numeric
Re-transmission interval (minutes)	The interval between a transmission attempt and the next	Numeric
MAIL2FAX settings
Mail2Fax box	Name of the mail2fax box	Alpha-numeric
Authentication method	Authentication method with which the fax is saved and received	Drop-down
Authentication PIN	PIN with which the fax is authenticated, inserted in the text of the mail	Numeric
Request message encryption	Enable or disable message nercyption	Drop-down
Archival settings
Path prefix	The prefix that will precede the custom path of the archived file	Drop-down
Custom path	The custom path to which the archived file will be saved	Alpha-numeric
Path suffix	The suffix that will follow the custom path of the archived file	Drop-down
Separate inbound/outbound archival	If and how to archive inbound and outbound documents separately	Before the prefix / After the suffix

N.B.: Always remember to select the outbound routing class.

To configure the MAIL2FAX, go to the Fax -> Fax entities page and select the list of Mail2Fax boxes and add a new one.

You must fill the following fields:

• Name
• Email address
• Mailbox settings
• Username
• Password
• Private PGP key (insert only if sending encrypted faxes ).

Save the settings and apply the changes.

Fax module

Every user with send/receive permissions for a fax entity can view the Fax -> Fax module page.

In this module, you can:

• view the status of all received faxes and download the received file
• view the status of all sent faxes and download the sent file and the sending report

Sending a fax

Ogni utente a cui è stato assegnato il permesso di invio su una o più istanze FAX visualizza sul proprio portale utente il pannello FAX -> Invia FAX

From this page, you can set the options for sending faxes:

• origin line (corresponds to the created entity)
• time of sending if required (otherwise the fax will be sent immediately)
• addressee
• pdf file to be sent (pdf, doc, docx, odt are supported)

Click on Send fax to send the fax.

You will be notified via email for each sent fax with the report attached.

MAIL2FAX

Each fax entity must have an associated Mail2Fax box. in the ax entity settings page, select the Mail2Fax settings:

• Mail2FAX box: name of the previously created mailbox
• Authentication method:
  • None: the fax is sent and received only by checking the sender's email address
  • PIN: the FAX request is also authenticated by a pin that must be inserted in the text of the email
  • PGP signature: the identity of the sender of the email is authenticated using a PGP key
• Request message encryption: The email attachment must be encrypted using the sender's PGP key; in this case, it is necessary to load PGP public keys in the settings of each user authorized to use the service.

To send FAXes through mail2fax service, the sender email must be one of the users enabled to use the service (NOTE: the sender email control is case-sensitive, like the one of the mailbox used to collect the fax request). Then, from the "Users and Roles" panel, you have to insert for the user who manages the fax instance, the email address from which the FAX mail is sent. Select "edit user" and enter the email in the proper field. It is important that the same email address is not present for more than one user (even those belonging to different tenants) to avoid that the email is not correctly sent and/or received.

It is now possible to send an email with the fax attached from the email box. The email must have:

• in the "SUBJECT" field, the telephone number where to send the fax. It is also possible to insert the instance to which the fax should be sent by filling in the subject with PhoneNumber@istance
• in the "TO" field, the address of the mail2fax box; the fax line used for sending is (unless it is explicitly specified in the SUBJECT field) the first one to which the mail2FAX box is associated
• In the "BODY" of the mail, any PIN associated with the FAX instance, if this authentication mode has been chosen.
  • The body of the mail (in text format only) must contain only the string "FAXPIN:12345" (where 12345 is the PIN assigned in this example).
• The fax file (supported formats are pdf, doc, docx, odt) must be attached.

If the fax is successfully sent, the Fax module page will display the outcome of the transition and an email will be sent to the sender.

Receiving a fax

Each user receiving permission for a fax entity will receive an email notification with the document attached.

When the FAX is received, an email gets sent. It includes a pdf file of the received FAX as an attachment and, as a subject, a string formatted as follows:

Subject: [SERIAL NUMBER] FAX successfully received from 0XXXXXXXX

where 0XXXXXXX is the calling number preceded by 0 of the commitment line.

The following line shows an example of email notification of a FAX sent from the phone number 0501234567.

Subject: [KPBX40299999] FAX successfully received from 050123456

where 0501234567 is the phone number from which comes the FAX.

We also show an example of the email body (containing more information):

FAX received from 0501234567

Date and time: 12/03/2020 11:51:38
Transmission time : 34 seconds
Number of pages: 1 

The pdf file attached to the email has the following naming pattern:
F<0calling_number>_T<reached_number>_YYYY-MM-DD_HH_MM_SS_FAXID.pdf

The following line shows the potential name of the pdf file attached to the mail of the received fax.

F00501234567_T0509655637_2020-03-12_11_51_38_211.pdf

They can also view the status of all received faxes and download the document from the Fax module.